Space Management Specialist

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The Space Management Specialist is responsible for data collection, management, and reporting, including the development, maintenance, and accuracy of the Yale Space Management location inventory and corresponding space data. The Space Management Specialist is also responsible for ensuring the effectiveness of space management data for all university spaces, coordinating and collaborating among facilities units (Planning, Design, Construction, and Operations) and other university units by providing space data to inform decision‑making.

The Specialist reports directly to the Manager of Space Planning and Information Systems and is part of the Yale Space Management team. The Specialist works closely with Facilities Project Managers to coordinate the space data management process focused on updating space information on renovations, additions, and new building data, develops assignment of room numbers and use type codes for renovations and new construction using university standards, and manages, schedules, and conducts field investigations to ensure the accuracy and validity of facilities space information and assignment plans.

• Ability to apply standards and guidelines to technical work. Experience with and/or exposure to AutoCAD. Ability to interpret architectural plans. Knowledge of space management standards.
• Working knowledge of relational databases. Ability to coordinate and organize changes to a complex database.
• Ability to use reporting tools, such as Power‑BI, to create reports and ad‑hoc queries.
• Experience with operational database management including integrating data using programs and database management tools.
• Well‑developed problem‑resolution, analytical, and research skills. Strong written and oral communication collaboration skills; ability to work with people at all levels of the University. Demonstrated ability to manage multiple deadlines and work with minimal supervision.

• Data Management. Manages the collection and provision of space data and space‑related information from campus departments and various other sources, updating the information in the database.
• Self‑Directed. Manages the approach and schedule for updates to space information and conducts periodic departmental surveys, working with departments to ascertain space information to ensure accuracy and completeness.
• Data Integrity. Reviews the space information to ensure space is classified properly and consistently according to university standards. Accurately identifies space classification, assignment, and space use type as part of cyclical reviews, after moves, or renovations. Identifies space information issues/inconsistencies and recommends and manages implementation of solutions.
• Reporting. Evaluates requests for space information and determines appropriate responses. Provides space information in various formats, including standard reports and CAD floor plans to internal and external constituents.
• Quality Assurance. Implements testing of new versions of space management software including report formats, analyzes results, determines problems and recommends changes. Defines new report formats based on recurring requests or other needs.
• Space Data Quality Control. Manages, schedules, and conducts field investigations to review facility space information and assignment plans. Collaborates with other facilities units to ensure assignment plans and space information are accurately synchronized. Provides and reviews CAD plan changes, checks reports, authorizes the export of data from CAD plans to the space management system, and documents any changes as required.
• Space Data Training & Standards. Trains members of academic and administrative departments in the use of space information data management and related systems and…